Purpose of the training:  To assign specific responsibilities for various communication-related activities to be carried out during a mass evacuation of the campus.

Facilitator(s): Maralee Csellar

Participants:  Registration Services Team Members

Equipment/supplies provided:  Copy of the Emergency Management Procedures, backpack, hat, armband, ID holder, flashlight, first aid kit, whistle, and extra flashlight batteries, toothbrush and toothpaste, bottled water, notepad and pencil, 2 glowsticks, EAS identification card.

Responsibilities:

• In the event of a campus evacuation, check-in tables will be located at the evacuation site(s).  Faculty and staff will be asked to check-in at these tables in order to account for any missing employees.
  • Tanisha Jagoe and Sonja Lenning will keep current, hard copy, faculty/staff rosters available on a weekly basis.
  • Tanisha will coordinate taking the rosters to the evacuation site(s).
  • Three team members will work at the check-in tables at the evacuations site(s) and 1 team member will coordinate the employee accounting process.
  • Donna Chapman of the Washington Semester Dean’s office will provide a printout of all Washington Semester students and their place of internship to a designated table at the evacuation site. Students who are at the evacuation site will be asked to check in at the designated table. Those students who are at their internship locations will be contacted by phone.
  • Students who are at the evacuation site will be asked to check in at the designated table.  Those students who are at their internship locations will be contacted by phone.
  • A designated AU Abroad staff member will send an email to program directors/coordinators at all sites informing them of the nature of the emergency. On-site program directors/coordinators will be instructed to inform all program students at each site of the emergency and what steps, if any, they need to take. On-site program directors/coordinators will be instructed to communicate with the on-campus AU Abroad office via email of any developments at each site on a 24-hour basis.
    
    
• Flyers will be posted at the shuttle stops to notify AU passengers that shuttle service has been suspended due to a campus emergency.  Transportation Services will create the flyers:
  • Text of message (in large bold font): “AU shuttle service is cancelled due to a campus emergency.  Call 202/885-1100 for more information.”
  • Date and time of posting
  • Transportation Services signature
  • Print template on AU letterhead stationery
  • A Transportation Services Coordinator will post multiple flyers at all shuttle stops.
    
    
• In the event of a campus evacuation, designated volunteers will be responsible for contacting AU students in off-campus housing managed or owned by the university.
  • Three team members will be responsible for communicating with off-campus housing residents.
  • The phone numbers for the off-campus residents are kept with the housing rosters in Residential Life and Housing Services. Rick Treter is responsible for taking the rosters and phone lists to the evacuation site(s).
  • At the evacuation site(s), volunteers will be provided with current information regarding the evacuation. 
  • Volunteers will be instructed by Chris Moody regarding what message to be delivered to off-campus residents (e.g., stay where you are, come to the evacuation site, etc.).
  • Off-campus residents who cannot be reached will be left messages to contact the x1100 line or access updates via the web.
    
    
• The following Public Safety staff are assigned the following responsibilities:
  o Jennifer McCann will initiate the phone tree for Public Safety.
  o Sonja Lenning will report to 3201 New Mexico Avenue.
  o Dale Booth will report to WCL.
  o Kevin Mason will check in at 4200 Wisconsin, 4620 Wisconsin and 4000 Brandywine.